Legal & Policies

1. Terms of Service

Last updated: October 2026

Welcome to Quantra AI ("we", "our", "us"). By accessing or using our website, AI receptionist system, or related services ("Services"), you agree to these Terms of Service.

If you do not agree, please do not use the Services.

1.1 Use of Services

Quantra AI provides virtual receptionist and AI call-handling technology. You may use our Services only for lawful business purposes and in compliance with these Terms.

You agree not to:

• misuse or reverse engineer the system
• attempt to copy or replicate proprietary AI models or workflows
• use the Service for unlawful, harmful, or deceptive activities
• violate call-recording laws in your region

1.2 Accounts & Responsibilities

You must provide accurate business data to ensure proper call handling. You are responsible for:

• maintaining accurate schedules and booking rules
• complying with industry regulations (e.g., legal, medical, real estate)
• notifying callers of call recording requirements

1.3 Billing & Subscriptions

Our service includes:

• a one-time, non-refundable setup fee, paid before activation
• a monthly subscription that renews automatically each month through Stripe

All fees are in Canadian dollars and exclude applicable taxes (HST), which are added at checkout. Any promotional discount agreed in writing applies to the first month only. By subscribing, you authorize recurring monthly charges to your payment method until canceled.

1.4 Modifications to Service

We may update, improve, or modify the Service at any time. For major changes, we will attempt to provide notice.

1.5 Call Recording & Transcription

Quantra AI may record or transcribe incoming and outgoing calls for:

• quality assurance
• system improvement
• booking accuracy and error prevention

The AI receptionist gives callers a verbal recording notice at the start of calls. You remain responsible for any additional local or industry-specific disclosure requirements that apply to your business.

1.6 Intellectual Property

All AI configurations, prompts, scripts, workflows, and software remain the exclusive property of Quantra AI.

1.7 Limitation of Liability

Quantra AI is not liable for:

• missed calls resulting from incorrect information provided by the Client
• outcomes of automated calls or scheduling
• business decisions made based on AI outputs
• outages of third-party telephony, voice, payment or scheduling providers

Liability is limited to the amount paid in the past 30 days.

1.8 Termination

We may suspend Service if:

• payments fail
• the system is misused
• these Terms are violated

Plans are month to month. You may cancel by phone or by email to info@quantra-ai.ca. To avoid the next charge, give at least 14 days' notice before your next billing date; with less notice, the next month is billed and service stays active through it. Service remains active until the end of the paid period, and no prorated refunds are issued.

1.9 Governing Law

These Terms are governed by the laws of Ontario, Canada.

2. Privacy Policy

Last updated: October 2026

Quantra AI is committed to protecting your privacy and securing your personal data.

2.1 Information We Collect

We may collect:

• contact information (name, email, phone)
• business name and onboarding data
• call audio, transcriptions, logs, and caller details
• appointment details
• website analytics (non-identifiable)

2.2 How We Use Information

We use data to:

• provide and improve the AI receptionist service
• process booking and intake information
• ensure accuracy and quality of calls
• communicate regarding onboarding and support

We do not sell personal information.

2.3 Call Recording

Calls may be recorded and transcribed. The AI receptionist gives callers a verbal recording notice at the start of calls. Clients are responsible for any additional disclosures their business requires.

2.4 Data Security

We use encryption, secure infrastructure, and access controls to reduce risk and protect data.

2.5 Data Retention

Data is retained only as long as required for:

• providing services
• legal or operational requirements

Call recordings and transcripts are kept according to your plan (7 days on Starter, 90 days on Growth, as agreed on Enterprise). When a client's service ends, we delete or return their data within a reasonable period, except where retention is required by law. We do not sell personal information.

2.6 Third-Party Providers

We use trusted providers such as:

• ElevenLabs (voice AI)
• Twilio (telephony)
• Stripe (payments)
• Make.com (automation)
• Google Workspace (email)
• Vercel and Cloudflare (website hosting and security)
• your own booking or practice management software

Each provider has its own privacy policy.

2.7 Your Rights

You may request:

• access to your data
• correction or deletion where applicable
• clarification on how your data is used

Contact: info@quantra-ai.ca

3. Refund Policy

Last updated: October 2026

Setup Fee

The setup fee is non-refundable.

Subscription Payments

Subscription payments are non-refundable once a billing cycle has started, and no prorated refunds are issued for partial months.

Cancellation

Cancel by phone or by email to info@quantra-ai.ca at least 14 days before your next billing date to avoid the next charge. Cancellation takes effect once we confirm receipt.

Billing Disputes

Contact info@quantra-ai.ca before initiating a chargeback.

4. Call Recording Disclosure

Quantra AI may record or transcribe calls for:

• quality assurance
• system improvement
• booking accuracy and error prevention

The AI receptionist gives callers a verbal recording notice at the start of calls. Businesses using our service remain responsible for any additional disclosure their industry or region requires.

5. Cookie Policy

Quantra AI uses cookies to:

• analyze website traffic
• improve user experience
• ensure website functionality

You may disable cookies in your browser settings.

6. Data Processing Addendum (DPA)

Quantra AI acts as a data processor, processing information solely to provide the AI receptionist service.

Quantra AI (Processor):

• processes data only according to Client instructions
• uses secure infrastructure
• restricts access to authorized personnel

Client (Controller):

• ensures legal basis for collecting caller data
• provides accurate business information
• complies with regional privacy laws (PIPEDA, GDPR where applicable)

Contact info@quantra-ai.ca for a signed copy if required.

7. Accessibility Statement

Quantra AI is committed to meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act (AODA).

If you encounter accessibility barriers, contact us at: info@quantra-ai.ca

8. Disclaimer

Quantra AI provides automated receptionist tools intended to assist with scheduling and call handling.

We do not guarantee:

• business growth
• increased revenue
• caller behavior or outcomes

All business decisions remain the responsibility of the Client.

9. Anti-Spam Policy

Quantra AI complies with Canada's Anti-Spam Legislation (CASL).

We only send commercial emails to individuals who:

• opt in
• request demos
• have an active business relationship with us

You may unsubscribe at any time.