Terms of Service

Last Updated: January 2026

Version: 1.0

1. Introduction and Acceptance

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer," "you," or "your") and Polaris Voice Inc. ("Polaris Voice," "we," "us," or "our").

By creating an account, accessing, or using the Polaris Voice service (the "Service"), you agree to be bound by these Terms, our Privacy Policy, and any additional terms referenced herein.

If you do not agree to these Terms, do not use the Service.

These Terms apply to business use only. Polaris Voice is a B2B service designed for businesses, not individual consumers.

2. Definitions

  • Service: The Polaris Voice AI receptionist platform, including the web dashboard, AI voice agent, telephony services, integrations, and related features
  • Account: Your registered Polaris Voice account and associated business profile
  • Callers: Individuals who call phone numbers answered by the Service on your behalf
  • Content: Any data, recordings, transcripts, documents, or materials uploaded to or generated by the Service
  • Subscription: Your paid plan granting access to the Service

3. Eligibility

To use Polaris Voice, you must:

  1. Be at least 18 years of age
  2. Have the legal authority to bind your business to these Terms
  3. Operate a legitimate business
  4. Provide accurate and complete registration information
  5. Not be prohibited from using the Service under applicable law

We reserve the right to refuse service to anyone for any reason.

4. Account Registration and Security

4.1 Account Creation

To use the Service, you must create an account by providing:

  • Your name and email address
  • Your business name and information
  • A valid phone number

You may register using email/password or through Google authentication.

4.2 Account Security

You are responsible for:

  • Maintaining the confidentiality of your login credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized access at support@polarisvoice.ca

We are not liable for any loss resulting from unauthorized use of your account.

5. Description of Service

Polaris Voice provides an AI-powered virtual receptionist that:

  • Answers incoming phone calls on behalf of your business, 24 hours a day, 7 days a week
  • Engages in natural conversation with callers
  • Books appointments into your connected calendar or practice management system
  • Takes messages and delivers them to you
  • Provides information to callers based on your business knowledge base
  • Transfers calls to designated human contacts when appropriate
  • Blocks spam and unwanted calls
  • Provides call recordings, transcripts, and analytics

5.1 AI Disclosure

All calls handled by Polaris Voice begin with a disclosure informing the caller that:

  1. They are speaking with an AI assistant
  2. The call is being recorded

This disclosure is required by law and cannot be disabled.

6. 30-Day Money-Back Guarantee

We offer a 30-day money-back guarantee on all new subscriptions. If you are not satisfied with the Service within the first 30 days, contact support@polarisvoice.ca for a full refund.

7. Subscriptions and Billing

7.1 Subscription Plans

We offer the following subscription plans:

  • Premium: $149 CAD/month (100 calls included, $1.50 CAD/call overage)
  • Executive: $299 CAD/month (Unlimited calls)

Prices are subject to change with 30 days' notice to existing customers.

7.2 Anti-Spam Guarantee

You will not be charged for calls we identify as spam. Spam detection is determined by our systems, and our classification is final.

8. Cancellation and Refunds

You may cancel your subscription at any time through your account settings or by contacting support@polarisvoice.ca.

Upon cancellation:

  • Your subscription remains active until the end of the current billing period
  • Your AI agent will be deactivated at the end of the billing period
  • You will not be charged for subsequent periods

9. Acceptable Use Policy

You agree NOT to use the Service to:

  • Violate any applicable law, regulation, or third-party rights
  • Engage in fraud, deception, or misleading practices
  • Transmit content that is defamatory, obscene, threatening, or harassing
  • Attempt to gain unauthorized access to our systems
  • Use the Service to build a competing product

10. Your Content and Data

You retain ownership of all Content you provide to the Service. By using the Service, you grant us a limited license to use, process, and store your Content to provide the Service.

We do NOT use your call recordings or transcripts to train AI models.

11. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, POLARIS VOICE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

Our total liability shall not exceed the fees you paid in the 12 months preceding the claim, or $500 CAD, whichever is greater.

13. Governing Law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein.

14. Contact Information

If you have questions about these Terms, please contact us:

  • Email: legal@polarisvoice.ca
  • Support: support@polarisvoice.ca
  • Website: polarisvoice.ca

This is a summary of our Terms of Service. For the complete legal document, please contact legal@polarisvoice.ca.