These Commercial Terms of Service (“Agreement”) govern the use of the RingDesk AI service (“Service”) by businesses, organisations, and agencies (“Customer”). These Terms apply where the Customer is a legal entity, where multiple users or locations are involved, or where the Customer accesses the Service for commercial resale or white-label purposes.

Individual or sole-trader users should refer to our Consumer Terms of Service.

This Agreement is between RingDesk AI (“Provider”) and the Customer. It is effective upon the Customer’s execution of an Order Form or acceptance via the Service sign-up flow.

1. Definitions

Order Form — a written or electronic document specifying the subscription plan, fees, and any custom terms.
Authorised Users — employees, contractors, or agents authorised by Customer to access the Service.
Customer Data — all data, including call recordings, transcripts, and contact information, submitted to the Service by Customer.
Documentation — the technical specifications and user guides available at the Service portal.
SLA — the Service Level Agreement set out in Schedule A (available on request).

2. Licence Grant

Subject to payment of fees and compliance with this Agreement, Provider grants Customer a non-exclusive, non-transferable, non-sublicensable licence to access and use the Service for Customer’s internal business operations during the subscription term. Multi-location businesses may use the Service across all business locations specified in the Order Form.

3. Subscriptions and Payment

3.1 Fees

Customer shall pay the fees specified in the Order Form or as displayed in the Service portal. Fees are due in advance (monthly or annually). All fees are exclusive of applicable taxes, which Customer is responsible for.

3.2 Invoicing

Enterprise customers may request invoice-based billing with Net-30 payment terms. Contact sales@ringdesk.net to arrange this. Failure to pay within terms may result in service suspension.

3.3 Price Changes

Provider may change fees with 60 days’ written notice. Customers on annual plans are protected at the contracted rate for the remainder of their term.

3.4 Overages

Enterprise plans may include overage rates per minute beyond the included allowance, as specified in the Order Form. Standard plans do not incur overage charges — calls revert to unanswered when the allowance is exhausted.

4. Customer Obligations

Customer shall:

Ensure Authorised Users comply with these Terms and the Usage Policy
Provide accurate business information and keep it current
Comply with all applicable laws regarding call recording, data protection, and telemarketing in all jurisdictions where the Service is used
Maintain appropriate technical and organisational security measures for account credentials
Promptly notify Provider of any security breach affecting the Service

5. Data Processing

5.1 Data Controller / Processor

For the purposes of GDPR and equivalent data protection laws, Customer is the data controller of Customer Data. Provider acts as a data processor. Provider shall process Customer Data only in accordance with Customer’s instructions (as implemented through the Service) and this Agreement.

5.2 Data Processing Agreement

A Data Processing Agreement (DPA) is incorporated by reference and available upon request at legal@ringdesk.net. Enterprise customers may request a countersigned DPA.

5.3 Sub-processors

Provider uses the following sub-processors: Twilio (telephony), OpenAI (language processing), ElevenLabs (voice synthesis), Deepgram (transcription), Stripe (payments). A current list is maintained and available upon request. Provider will notify Customer of material sub-processor changes with 30 days’ notice.

6. Confidentiality

Each party shall keep the other’s Confidential Information strictly confidential and not disclose it to any third party without prior written consent, except to employees or contractors who need to know it to fulfil obligations under this Agreement. This obligation survives termination for 3 years.

7. Intellectual Property

Provider retains all rights in the Service, its technology, and any improvements. Customer retains ownership of Customer Data. Customer grants Provider a limited licence to process Customer Data solely to deliver the Service. Provider may use anonymised, aggregated usage data for product improvement.

8. Warranties

Provider warrants that the Service will substantially perform as described in the Documentation. Customer’s sole remedy for breach of this warranty is re-performance or a pro-rata fee credit, at Provider’s election.

All other warranties, express or implied, including fitness for a particular purpose, are disclaimed to the maximum extent permitted by law.

9. Limitation of Liability

Provider’s total aggregate liability under this Agreement shall not exceed the total fees paid by Customer in the 12 months preceding the claim. Neither party shall be liable for indirect, consequential, incidental, or special damages, loss of revenue, profits, or data.

These limitations do not apply to: (i) death or personal injury from negligence; (ii) fraud or wilful misconduct; (iii) any liability that cannot be excluded by applicable law.

10. Indemnification

Customer shall indemnify and hold harmless Provider against any third-party claims arising from Customer’s use of the Service in violation of applicable law, these Terms, or the rights of any third party.

11. Term and Termination

This Agreement begins on the start date in the Order Form and continues for the subscription term, renewing automatically unless either party gives 30 days’ written notice before the renewal date. Either party may terminate immediately for material breach that remains uncured after 14 days’ written notice. Upon termination, Customer’s access will cease and Provider will delete Customer Data within 30 days (unless a longer retention is required by law). Provider will make Customer Data available for export for 14 days post-termination upon request.

12. Reseller and White-Label Use

Resale, white-labelling, or sub-licensing of the Service requires a separate Reseller Agreement. Contact sales@ringdesk.net.

13. Governing Law and Disputes

This Agreement is governed by the laws of England and Wales. Disputes shall first be subject to good-faith negotiation for 30 days. If unresolved, disputes shall be referred to binding arbitration under the ICC Rules, with proceedings in London. Either party may seek injunctive relief in any court of competent jurisdiction.

14. General

Entire Agreement — this Agreement supersedes all prior discussions and agreements between the parties relating to its subject matter.
Severability — if any provision is unenforceable, it shall be modified to the minimum extent necessary to make it enforceable.
Waiver — failure to enforce any right is not a waiver of that right.
Force Majeure — neither party is liable for delays caused by circumstances beyond their reasonable control.

15. Contact

For commercial and legal enquiries: legal@ringdesk.net
For sales and enterprise plans: sales@ringdesk.net

Terms of Service — Commercial