Terms of Service
These terms cover the services from Ventus Media Group LLC ("we", "us"): Part A covers the Virtual Receptionist, and Part B covers website services. By paying for or using a service, you ("you", "your business") agree to the terms for that service and to the shared terms.
Part A: Virtual Receptionist
1. The service
We set up and run a virtual receptionist that answers your business's phone calls using automated voice technology. Depending on how we configure it for you, it can answer questions, book, reschedule and cancel appointments, quote the price ranges you approve, transfer or flag urgent calls, record and transcribe calls, and send you call reports.
The receptionist only works from the information and rules you give us. You're responsible for keeping that information accurate and telling us when it changes.
2. Pricing and billing
- Setup fee: $500, charged once when you sign up. The setup fee is non-refundable because it covers the build work we do up front.
- Monthly plan: $599 per month, billed in advance on the same day each month, starting on your sign-up date. The plan includes 1,000 call minutes per month.
- Extra minutes: call minutes beyond the 1,000 included in a month are $0.40 per minute, billed after the month ends. Unused included minutes do not roll over to the next month.
- How minutes are counted: each call is counted in whole minutes, rounded to the nearest minute. Calls shorter than 30 seconds don't count. Call minutes are tracked automatically and appear on your monthly invoice. We'll share your monthly usage with you on request.
- Payments are processed by Stripe. You authorize us to charge your payment method on file each month until you cancel.
- If a payment fails, we'll let you know. We may pause the service if a payment is still unpaid 7 days later.
- We may change our prices with at least 30 days' notice. The new price applies from your next billing date after the notice period.
3. Cancellation
The plan is month-to-month, so you can cancel anytime from the Manage billing page or by emailing us. When you cancel, the service keeps running until the end of the month you've already paid for, then stops. We don't give refunds for partial months.
4. Your responsibilities
- Give us accurate information about your services, hours, prices and policies, and keep it up to date.
- Set up call forwarding with your phone carrier. You keep ownership of your phone number.
- Call recording notice: calls may be recorded and transcribed. Some states require every caller's consent before recording. You're responsible for making sure your use of recording complies with the laws that apply to your business and callers. We can add a short recording notice to the greeting if you ask.
- Don't use the service for anything unlawful, deceptive or abusive, including unsolicited marketing calls.
5. Health information
If your business is a covered entity under HIPAA (for example a dental, medical or imaging practice), our Business Associate Agreement is part of these terms and takes effect when you agree to them at checkout. Tell us before launch that you're a covered entity, so we can set up your receptionist to handle protected health information safely.
6. Service availability
We work to keep the receptionist available 24/7, but phone networks, carriers and the third-party providers we rely on can have outages. We don't guarantee every call will be answered, and the receptionist isn't a replacement for emergency services. If you know of an outage or problem, tell us and we'll fix it as quickly as we can.
7. Your data
Call recordings, transcripts and the details callers share belong to your business. We use them only to run and improve your receptionist and to send you reports. See our Privacy Policy for details. When you cancel, you can ask us for a copy of your call records within 30 days, after which we may delete them.
8. Limitation of liability
To the extent the law allows, we aren't liable for indirect or consequential losses, including lost profits or missed business. Our total liability for any claim related to the service is limited to the amount you paid us in the three months before the claim.
Part B: Website services
This part applies when you buy a website package from Ventus Media Group LLC. The other parts of these terms still apply, including the sections on changes to these terms and governing law. If this part and another part disagree about a website, this part wins.
B1. What we build
We design, write, build and host a website for your business, based on the package you choose (Starter, Standard or Premium) as it was described on our website when you bought it. We write the words for your site from the information you give us. You review the first draft, and we make changes up to the number of revision rounds in your package.
B2. Pricing and payment
- Setup fee: Starter $399, Standard $799, Premium $5,000. You pay half to start and the other half when your site is ready to launch. We send the second half as an invoice, and the site goes live once it is paid.
- Deposit: if you cancel before we start work, we refund the deposit. Once we have started, the deposit is non-refundable because it covers work already done.
- Hosting: $99 per month, starting on the day your site launches, billed in advance and month-to-month. Hosting includes keeping your site online, security updates, backups, an SSL certificate, and 30 minutes of changes each month. Unused time does not roll over. Extra changes are $75 per hour.
- Add-ons: extra pages are $100 each, written for you. Logo cleanup is $200. A domain name is billed at cost, about $15 per year.
- Payments are processed by Stripe. If a payment is late, we may pause work or take the site offline until it is paid.
B3. Timeline and revisions
Our usual timelines are about one week for Starter, about two weeks for Standard, and four to six weeks for Premium. The clock starts when we have the information we need from you. If we are waiting on you, the timeline moves back by the same amount. A revision round means one combined list of changes you send us. Extra rounds are $75 per hour.
B4. Your responsibilities
- Give us accurate information about your business, and answer our questions in a reasonable time. If we don't hear from you for 30 days, we may pause the project. If it stays paused for 90 days, we may close it and keep the deposit.
- Only give us photos, logos and other material that you have the right to use.
- Don't use your site for anything unlawful, deceptive or abusive.
- You are responsible for the claims your business makes on its site, such as prices, licenses, and service areas. We write from what you tell us, so please check the draft carefully.
B5. Who owns what
- You own your business name, logo, photos, and the words we write for you.
- We own the design, code and templates we use to build your site. While your hosting is active, you may use them for your business.
- If you cancel hosting, we take the site down at the end of the month you have paid for. Within 30 days you can ask us for a copy of your text, photos and logo. The design and code stay with us. If you want the site files themselves, we can agree a buy-out fee.
- Your domain name is registered in your name, even when we set it up for you, so it stays yours if you ever leave.
B6. Hosting and availability
We work to keep your site online, but we cannot promise it will never go down. We monitor your site, install security updates and keep backups. No website can be made completely safe from attacks, so we do not guarantee against hacking or data loss. We do not promise a certain number of visitors, search rankings or sales.
B7. Launch support
On launch day we put your site live, connect your domain, and test the pages and forms on a phone and a computer. Premium also includes a walk-through call and 30 days of free fixes after launch. Fixes means correcting something we built that does not work as described. New features and new pages are quoted separately.
B8. Premium availability
We take on one new Premium website at a time. Your start date depends on our schedule, and we will tell you the date before you pay.
B9. Cancelling a project
Hosting is month-to-month, and you can cancel anytime by emailing us or using the Manage billing page. If you cancel a website project while it is being built, the deposit is non-refundable once work has started, and we do not deliver unfinished work.
B10. Liability
For websites, our total liability for any claim is limited to the amount you paid us for the project and hosting in the three months before the claim. We are not liable for lost sales, lost profits or missed business.
Shared terms
9. Changes to these terms
We may update these terms. If we make a material change, we'll email you at least 30 days before it takes effect. Continuing to use the service after that means you accept the updated terms.
10. Governing law
These terms are governed by the laws of the State of South Dakota.
Contact
Questions about these terms: samson@ventusmediagroup.com