Terms of Service

By using Callitor, you agree to these terms. If you don't agree, don't use the service. Callitor is a product of Clavitor LLC, a Florida limited liability company — “we” below.

Callitor is a front desk for hands-on businesses: an assistant — Stella, or whatever name you give her — who answers your practice's phone and messages, books, moves and cancels appointments into a book we keep for you, reminds people, and, on the Answer & Act line, starts conversations on your behalf: refills, waitlists, recall, reminder calls, and the block moves you order in one sentence.

Underneath is VaultDB, Clavitor's encrypted store. Your book, your clients' details and everything Stella hears are encrypted at rest with FIPS 140-3 validated cryptographic modules and in transit with TLS, and live in SOC 2–audited data centres.

Stella is not a clinician and never diagnoses, triages or gives clinical, legal or financial advice. She explains what you offer, in your words, and books it.

Callitor is not an emergency service. If a caller says something can't wait, Stella offers the on-call route you configured — a person at your practice — and never a substitute for emergency services. She is not your clinical record, your payroll or your accounting system; she keeps the book.

An account is your business: its locations, the people Stella books, your services and prices, your hours, your policies and your on-call arrangement. You are responsible for keeping those accurate — Stella says what you tell her to say. Where the law requires callers to be told they are speaking to an assistant, that setting is yours to turn on; Stella always says so if asked and never pretends to be human.

Don't use Stella to call or text people who have no relationship with your business, and don't use her outbound to send anything that isn't about their appointment with you. You are responsible for the consent your callers have given for texts and calls under the laws that apply to you. Don't attack our infrastructure and don't flood our lines. If we observe sustained abuse at the network level we may block the account without warning.

There are two lines. Answer: she picks up, day and night, and takes care of the appointment someone is calling or texting about — book, move, cancel, text confirmations and reminders. Answer & Act: everything in Answer, plus everything she starts — reminder calls, the late-cancellation refill, waitlists, recall, block moves and your one-off commands. Prices are per seat per month and published at callitor.ai; they exclude tax.

A seat is a person with ten or more appointments on their name in a calendar month, counted by Stella from the book. Under ten, that person is free that month — stand-ins, part-timers and holiday cover cost nothing. The receptionist, the rooms and the owner as administrator are not seats. There is nothing to declare and no minimum.

Billing is monthly in arrears, per seat counted, through Paddle, our Merchant of Record. Paddle calculates and collects applicable taxes based on your billing address, so you see the full amount before you pay. If you buy through your IT provider or MSP, they invoice you and these terms still govern the service.

You can move between Answer and Answer & Act at any time. The change takes effect with the next monthly count. Both lines keep the rates you were locked at (section 08). No pro-rating, no credits, no partial-month calculations — the month you're counted in is the line you're on.

The rates you start on — both lines — stay the same for as long as you remain a customer. We absorb inflation, exchange rate changes and cost increases. If we raise prices for new customers next year, you still pay what you paid today. It's a commitment, not a promo.

Moving between the two lines keeps your locked rates for both. Lines that don't exist yet are priced when they appear. If you cancel or your account is suspended for non-payment, the lock is forfeited and reactivation uses the rate in effect at that time.

After any charge, you have 14 days to cancel for a full refund of that charge — self-service, instant, no questions asked.

The moment a payment fails, we tell you. Stella keeps answering — your callers should never notice a billing problem — but on Answer & Act her outbound pauses: no refill offers, no reminder calls, no block moves until the payment is recovered. Paddle will attempt to recover the payment automatically, and we send you one email explaining exactly what will happen and when.

Day 30 — suspended. If payment still hasn't been recovered, Stella stops answering and calls fall back to wherever your number forwarded from. Your book stays readable and exportable.

Day 60 — deleted. Your book and your clients' data are permanently removed. Day 90 — backups rotated. Compliance backups are destroyed.

Reactivation is available at any point before deletion — pay the outstanding balance and she is back on the line within minutes.

We claim no rights to your book, your clients or anything Stella hears. You can export all of it at any time — appointments, clients, call summaries — in a plain, documented format. We will never restrict export, charge for retrieval, or hold your data hostage during a billing dispute.

Stella listens with speech models and answers with a voice. What she keeps by default is the structured outcome — who called, when, what was booked, moved or said to be passed on — as part of your book. Whether recordings and full transcripts are kept, and for how long, is your setting; where the law requires callers to be told a call is recorded, that setting is yours to turn on. Our speech and language providers process audio and text under contract, may not retain it beyond processing, and may not train on it.

We aim for high availability but don't guarantee a specific uptime number unless we've agreed one with you. If Stella is unreachable, calls fall back to wherever your number forwarded from. Scheduled maintenance is announced in advance, and we're not liable for downtime beyond making reasonable efforts to maintain the service and our backups.

Your data is encrypted at rest with FIPS 140-3 validated cryptographic modules and in transit with TLS, hosted in SOC 2–audited data centres, and handled under the same discipline as Clavitor's credential vaults. Every change to the book is logged.

For practices that are covered entities under HIPAA, we act as your business associate and sign a Business Associate Agreement. For customers under the GDPR, our Data Processing Agreement applies to every paid account. Both are available on request at legal@callitor.ai.

Our security is the best we know how to build. It is not infallible — no system is. If something goes wrong, we'll tell you what we know as soon as we know it.

Cancel anytime, no penalty; there is no contract. Stella keeps answering through the end of the current billing month, and you're charged for that month's seats.

After that, your book becomes read-only for 30 days — you can still view and export everything. Reactivate during this window at the then-current rate and you're back to normal. After 30 days, your data is permanently deleted; compliance backups are destroyed 30 days after that. If you want your data removed sooner, ask and it's done.

If we cancel your account for legal or regulatory reasons, you receive a full refund for any period already paid.

The service is provided as-is. To the maximum extent permitted by applicable law, we are not liable for indirect, incidental or consequential damages arising from your use of the service, including a missed call, a missed appointment or a message that didn't arrive.

Clavitor LLC is a Florida limited liability company. If your business is in the United States or Canada, these terms are governed by the laws of the State of Florida and the federal laws of the United States, and disputes are resolved in the state or federal courts located in Florida.

Everywhere else, these terms are governed by the laws of Switzerland and disputes are resolved in the courts of Zurich. That is the same choice as Clavitor's, and deliberate: Switzerland has some of the strongest privacy and data protection laws in the world — including the Federal Act on Data Protection, which applies regardless of where you live — and does not permit bulk surveillance or warrantless access to personal data. Clavitor's system of record is Swiss; by choosing Swiss jurisdiction for customers outside North America we give you the benefit of that framework and bind ourselves to it.

We'll email you before making material changes. If you disagree, you can cancel — and the data commitments above still apply.

Email legal@callitor.ai. We read every message and we reply.