Terms of Service

Last updated: May 2026

These Terms of Service ("Terms") govern your use of Vocatron ("the Service"), operated by Vocatron AI ("we," "us," or "our"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. The Service

Vocatron is an AI voice-based RSVP coordination platform. Event organizers use a browser-based AI voice assistant (Alex by default, or whichever voice you have selected) to create events, invite guests, track RSVPs, and manage event-day check-in — all through natural voice conversation, without downloading an app. Guests receive email invitations and may RSVP by voice or by completing a form.

2. Eligibility

You must be at least 18 years old to create an account and purchase minutes. By using the Service, you represent that you meet this requirement and that all information you provide is accurate and current.

3. Accounts and Authentication

Vocatron uses passwordless magic link authentication. You receive a sign-in link by email each time you need to access your account. Magic links expire after 60 minutes. You are responsible for the security of your email account. We are not liable for unauthorized access resulting from compromised email credentials.

You may not share your account or allow others to use your minutes. Each account is for a single organizer.

4. Prepaid Minutes, Billing, and Payment Authorization

4a. Pricing Plans

Vocatron operates on a prepaid minute-based model. There are no monthly subscriptions.

• $5.00 Trial: 30 minutes of voice time with the voice assistant, valid for 14 days from the date of purchase.
• $24.95 Completion: Unlocks an additional 270 minutes (bringing your total to 300 minutes), valid for one full year from the date of this purchase.
• $29.95 Refills: Each refill adds 300 minutes, valid for one full year from the date of that refill purchase. Refill buckets stack on top of any unused minutes. We always apply your oldest minutes first so you are never penalized for buying ahead.

All payments are processed securely by Stripe. Minutes expire at the end of their validity period if unused.

4b. Saved Payment Method and Future Charge Authorization

Future charges to your saved card will only occur when you explicitly authorize them during a live voice session. Before initiating any charge, the voice assistant will:

• State the exact dollar amount of the charge clearly
• Describe exactly what you will receive (minutes and validity period)
• Ask for your explicit verbal confirmation
• Wait for a clear affirmative response (such as "yes," "go ahead," "charge it," or "do it") before proceeding

Your verbal confirmation during a voice session constitutes your explicit authorization for that specific charge. If you say anything other than a clear yes, no charge will be initiated. You may decline at any time by saying "no," "not now," or "cancel."

If your card requires additional authentication (such as 3D Secure), the voice assistant will notify you and direct you to complete the authorization through a secure payment page.

4c. Grace Period

At our discretion, we may provide a short grace period after your minutes expire during which you can still access the Service at a limited capacity. Grace periods are not guaranteed and may be modified or removed at any time.

4d. Data After Expiry

If your minutes expire and you choose not to refill, all of your account data — events, guest lists, transcripts, and memories — is retained for 12 months from the effective expiry date. At 11 months, we will email you a retention warning. After 12 months, your data is permanently deleted. You may request earlier deletion at any time by contacting support.

5. Refund Policy

You may request a full refund within 72 hours of any purchase, subject to the following usage limits:

• $5.00 Trial: Refundable if fewer than 5 minutes of voice time have been used.
• $24.95 Completion or $29.95 Refill: Refundable if fewer than 15 minutes of voice time have been used from that purchase.

To request a refund, submit a support request with the email address associated with your account and the purchase date. Refunds are returned to your original payment method and typically appear within 5–10 business days.

Once the 72-hour window has passed or the usage threshold has been exceeded, payments are non-refundable. If you experienced a verified technical failure that prevented use, contact us — we review those situations individually.

6. Automated Email Communications

By creating an account, you consent to receive transactional and service-related emails from Vocatron, including:

• Magic link sign-in emails
• Payment receipts and billing notifications
• Post-session voice summaries and action item recaps
• Event-day morning briefings (guest counts, check-in link)
• RSVP nudge reminders sent to guests who have not responded
• Post-event attendance summaries
• Re-engagement emails when your account has been inactive for 30 days or more
• Account expiry warnings and data retention notices

These communications are necessary to operate the Service. Guest invitation and RSVP emails are sent on your behalf to the email addresses you provide. You are responsible for ensuring you have appropriate permission to contact your guests.

7. Acceptable Use

You agree not to use the Service to:

• Send unsolicited communications to individuals who have not consented to receive them
• Collect personal information without appropriate disclosure to data subjects
• Impersonate another person, organization, or event
• Attempt to reverse-engineer, scrape, or interfere with the platform or its AI systems
• Use automated tools to interact with the voice agent outside of a live browser session
• Violate any applicable law or regulation
• Use the discovery session (free, pre-payment) to exploit the AI without intent to use the Service

We reserve the right to suspend accounts that show signs of abuse, including excessive discovery sessions from a single source.

8. Voice Data, Transcripts, and AI Memory

Voice sessions are processed in real time by our AI pipeline (speech-to-text, language model, text-to-speech). We retain transcripts of your voice sessions to enable our contextual memory features — this enables the voice assistant to remember details about your events, guests, and preferences across multiple sessions.

Transcripts and extracted memory facts are associated with your account and the events you manage. We do not sell or share voice data or transcripts with third parties for advertising purposes. Transcripts may be reviewed by our team for quality assurance and safety monitoring.

Discovery session data (sessions prior to payment) is retained for 30 days after your most recent session, then deleted. If you create an account, any context collected during those sessions is migrated to your account and retained for the life of the account.

9. Guest Data and Your Responsibilities as Organizer

As an event organizer, you are the data controller for your guests' personal information — including names, email addresses, dietary restrictions, and RSVP responses. You are responsible for:

• Having appropriate legal grounds to collect and process your guests' personal data
• Informing your guests that their information will be processed by Vocatron on your behalf
• Ensuring guest email addresses belong to individuals who have consented to being contacted
• Complying with applicable data protection laws in your jurisdiction (including GDPR if applicable)

Vocatron acts as a data processor on your behalf for guest data. We process this data solely to provide the Service — we do not use guest data for any other purpose.

10. Check-In Data and Signatures

If you enable the digital signature check-in feature, guest signatures are captured as image data and stored in association with their RSVP record. This data is used solely for event check-in purposes. You are responsible for informing guests that their signature may be captured and stored if this feature is enabled at your event.

11. Service Availability and AI Accuracy

We strive for high availability but do not guarantee uninterrupted service. We are not liable for losses resulting from downtime, latency, or service interruptions beyond our control.

AI responses are generated automatically and may occasionally be inaccurate, misinterpret spoken input, or respond unexpectedly. Organizers should review critical event details — including guest counts, RSVP status, and event dates — through the platform rather than relying solely on the voice assistant's verbal summaries for high-stakes decisions.

12. Intellectual Property

The Vocatron platform, brand, technology, and AI voice agent are owned by Vocatron AI. You retain ownership of the event data and guest information you provide. You grant us a limited license to process this data solely to operate and improve the Service.

13. Termination

We may suspend or terminate accounts that violate these Terms, engage in abusive behavior, or generate fraudulent chargebacks. You may cancel your account at any time via the account cancellation option or by contacting our support team. On cancellation, your data is retained for 12 months before permanent deletion, unless you request earlier removal.

14. Limitation of Liability

To the fullest extent permitted by applicable law, Vocatron AI shall not be liable for indirect, incidental, special, or consequential damages arising from your use of the Service, including but not limited to lost profits, data loss, or business interruption.

Our total aggregate liability for any claim arising from these Terms or your use of the Service shall not exceed the total amount you paid us in the three months immediately preceding the claim.

15. Dispute Resolution

If you have a billing dispute, please contact our support team before initiating a chargeback with your bank. We will respond within 2 business days and work with you to resolve the issue. Initiating a chargeback without first contacting us may result in account suspension.

Any disputes arising from these Terms that cannot be resolved informally shall be governed by binding arbitration under the rules of the American Arbitration Association, conducted in English.

16. Governing Law

These Terms are governed by the laws of the State of Arizona, United States, without regard to its conflict of law provisions. By using the Service, you consent to the jurisdiction of courts located in Arizona for any matters not subject to arbitration.

17. Changes to These Terms

We may update these Terms from time to time to reflect changes in the Service, our practices, or applicable law. We will notify active customers by email at least 14 days before material changes take effect. Continued use of the Service after that date constitutes acceptance of the updated Terms. The current version is always available at vocatron.com/terms.

18. Children's Privacy

The Service is not directed to children under 13 years of age. We do not knowingly collect personal information from anyone under 13. If you are a parent or guardian and believe your child has provided us personal information without your consent, please contact us and we will delete it promptly. If we learn we have collected data from a child under 13, we will take steps to delete it as quickly as possible.

19. Anti-Spam and CAN-SPAM Compliance

Guest invitation and RSVP notification emails are sent by Vocatron on behalf of event organizers. These are transactional messages related to events the recipient has been specifically invited to. Organizers are responsible for ensuring they have appropriate consent to contact their guests and for complying with applicable anti-spam laws in their jurisdiction (including CAN-SPAM, CASL, and GDPR marketing rules).

If a guest wishes to opt out of event communications from a specific organizer, they should notify that organizer directly. For platform-level account emails (billing, magic links, account notices), you may contact us to discuss your preferences — note that transactional emails necessary to operate your account cannot be fully suppressed while your account is active.

20. Force Majeure

We are not liable for any failure or delay in performing our obligations under these Terms due to causes beyond our reasonable control, including but not limited to: acts of God, natural disasters, internet or telecommunications outages, cyberattacks, failures of third-party services (including OpenAI, Stripe, LiveKit, or Supabase), government actions, pandemics, or other events outside our reasonable control. We will make reasonable efforts to resume the Service as quickly as possible after any such event.

21. Severability and Entire Agreement

If any provision of these Terms is found by a court of competent jurisdiction to be invalid or unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Vocatron AI with respect to your use of the Service and supersede all prior agreements, representations, and understandings between the parties relating to the same subject matter.

22. Contact

Questions about these Terms? Use our contact form — we respond to all inquiries within one business day. For account or billing issues, use the Support tab.