Terms of Service

Welcome to PracticPro! These Terms and Conditions outline the rules and regulations for the use of our software, website, and services. By accessing or using our services, you agree to comply with and be bound by these Terms. If you do not agree, please do not use our services.

1. Definitions

• "Company," "we," "us," or "our" refers to PracticPro.
• "User," "you," or "your" refers to the individual or entity accessing our services.
• "Services" refer to our software products, website, and related offerings.
• "Content" refers to data, text, information, and materials uploaded to or accessible through the Services.
• "Customer Data" refers to any data, information, or material provided or submitted by you or your users through the Services.

2. Provision of Services

• We provide a software-as-a-service business management platform for home-service and field-service businesses. Features include, without limitation: contact management, lead tracking and sales pipeline; business phone numbers with calling, text messaging (SMS/MMS), voicemail, call recording and call transcription; email sending through your connected Gmail account or your own mail server; scheduling, dispatch and a time clock (with optional location checks); estimates, proposals, contracts and other documents with electronic signatures; invoicing, online payments and check printing; a branded client portal; website hosting; reporting and analytics; and optional AI features.
• The Services are available through our web application, the PracticPro Phone mobile apps for iOS and Android, the PracticPro desktop phone app, the PracticPro browser extension, and, for AI assistants you choose to connect, our Model Context Protocol ("MCP") server.
• Services are subject to updates, modifications, or discontinuation at our discretion with reasonable notice.
• Certain features may be available only to users with active subscriptions or specific subscription tiers.
• We may integrate third-party applications, and your use of such applications may be subject to their respective terms and conditions.
• We maintain industry-standard technical and organizational measures to protect your data.

3. Account Registration and Responsibilities

• You must have an account to access PracticPro dashboard.
• You are responsible for providing accurate, current, and complete information during registration.
• You are responsible for maintaining the confidentiality of your account credentials and all activities under your account. PracticPro signs you in with one-time codes sent to your phone number or email address, so you are responsible for keeping control of the phone number and email address registered to your user.
• You must notify us immediately of any unauthorized use of your account or any other breach of security.
• We reserve the right to terminate inactive accounts after providing at least 30 days prior notice.
• You are responsible for all activities and content posted under your account.

4. Subscription Terms and Auto-Renewal

• Our services require a paid subscription, which may be billed monthly, annually, or as otherwise specified at the time of purchase.
• Subscriptions automatically renew at the end of each billing period, at the price then in effect for your plan, and your payment method is charged on each renewal until you cancel.
• You can cancel your subscription through the billing settings in your account or by contacting our support team. Cancellation takes effect at the end of your current billing period, you keep access until then, and you can undo the cancellation before that date.
• Add-ons (for example, additional phone numbers, website hosting, and eSIM lines) are billed on a recurring basis in addition to your plan. Usage-based charges (for example, calls, text messages, and AI usage on PracticPro's AI account) are deducted from a prepaid account balance. When that balance falls below the threshold shown in your billing settings, we automatically charge your payment method to top it up by the amount shown there.
• We may offer a free trial for a period we tell you about when the trial starts. Unless you cancel before the trial ends, your paid subscription begins and your payment method is charged when the trial ends.
• We reserve the right to change subscription fees upon reasonable notice before your subscription renewal.

5. Payment Terms and Taxes

• Fees for our services are due as specified at the time of purchase and are non-refundable unless expressly stated otherwise or required by law.
• For subscription services, we will bill your payment method on a recurring basis.
• You are responsible for any applicable taxes associated with your use of our services.
• If payment cannot be charged to your payment method or if a payment is returned for any reason, we reserve the right to limit or suspend your access to the Services.
• Fees are exclusive of taxes unless expressly stated otherwise. You are responsible for paying all taxes associated with your purchases.

6. User Obligations and Acceptable Use

• You agree not to use PracticPro services for unlawful, defamatory, harmful, or infringing activities.
• You may not use the Services to store, process, or transmit material in violation of third-party privacy rights.
• Restricted Data. You may not use the Services to store, process, or transmit Protected Health Information ("PHI") subject to the Health Insurance Portability and Accountability Act ("HIPAA"). PracticPro does not currently support HIPAA-covered use cases and does not sign Business Associate Agreements. If you are a HIPAA-Covered Entity, you must use a different system for patient information; PracticPro may still be used for non-PHI business operations.
• Call recording. Call recording is turned on by default for calls handled through PracticPro phone numbers and the PracticPro phone apps, and PracticPro does not automatically play a recording notice. When recording is turned on in call routing, PracticPro shows you a recording-compliance warning, but you are responsible for informing callers and obtaining any consent required by law before recording (some U.S. states and many countries require the consent of every party to a call), for example by adding a recording notice to your call-flow greeting or by turning recording off.
• Text messages and calls to your clients. You are responsible for obtaining and keeping records of any consent required by law (including the Telephone Consumer Protection Act and carrier rules) before you text or call your clients, and for using text messaging only for the purposes covered by your messaging registration. PracticPro automatically stops messages to contacts who reply STOP or a similar opt-out keyword, but you remain responsible for the content, timing, and lawfulness of the messages you and your users send.
• Unauthorized access, spamming, hacking, and unauthorized data collection are strictly prohibited.
• You may not attempt to gain unauthorized access to the Services or systems.
• You may not engage in any activity that interferes with or disrupts the Services.
• You may not use the Services to store or transmit viruses, worms, time bombs, Trojan horses, or any other harmful or malicious code.
• We reserve the right to suspend or terminate accounts engaging in prohibited activities.

7. Termination and Suspension

• We reserve the right to suspend or terminate your account if you violate these Terms.
• You may terminate your account at any time by following the instructions on our website or contacting us.
• Upon termination, you must cease all use of our services, and any remaining fees will remain payable.
• We will provide you with an opportunity to export your Customer Data upon request within 30 days of termination.
• After that 30-day period, we may delete Customer Data from terminated accounts in accordance with our Data Processing Addendum and data retention practices.

8. Data Ownership and Privacy

• You retain ownership of any data or content you create or store using our services.
• By using our services, you grant us a limited license to access and use your data solely for providing and improving our services.
• We will handle your Customer Data in accordance with our Privacy Policy.
• We will not sell your Customer Data to third parties or use it for marketing purposes without your consent.
• We will implement appropriate technical and organizational measures to protect your Customer Data.

9. Privacy Policy

• We collect, store, and process personal information in accordance with our Privacy Policy.
• Information collected may include account details, payment information, and usage data.
• We implement security measures to protect your data but cannot guarantee complete security.
• You may request access to or deletion of your personal information in accordance with applicable laws.
• By using our services, you consent to our data collection and processing practices as described in our Privacy Policy.

10. Service Level Agreement (SLA)

• We strive to maintain 99.9% uptime for our platform. This is a target, not a guarantee.
• Scheduled maintenance will be communicated at least 48 hours in advance whenever possible.
• In case of service disruptions, we will make reasonable efforts to restore services promptly.
• Service credits are provided only where agreed in a separate written agreement signed by PracticPro.

11. Data Backup and Recovery

• We perform regular backups of the system and Customer Data (currently weekly server backups, plus database logs that allow recovery of recent changes).
• You are encouraged to export and maintain your own backups of critical Customer Data.
• We are not responsible for data loss resulting from your failure to maintain proper backups.

12. Dispute Resolution and Arbitration

• Any disputes arising under these Terms will be resolved through binding arbitration, rather than in court, unless otherwise required by law.
• Arbitration will be conducted by a single arbitrator in accordance with the rules of the American Arbitration Association.
• You waive your right to participate in class-action lawsuits or class-wide arbitration.
• The arbitration shall take place in the county in which you reside or at another mutually agreed location.
• Any proceeding to compel, confirm, or enforce an arbitration award, and any dispute that is not subject to arbitration, will be brought in the courts described in Section 17.

13. Intellectual Property

• All content, trademarks, and software provided by PracticPro are owned by or licensed to us.
• You may not reproduce, distribute, or modify any material without our prior written consent.
• We respect the intellectual property of others and ask users to do the same.
• If you believe your work has been copied in a way that constitutes copyright infringement, please provide us with written notice.

14. Indemnification

• You agree to indemnify and hold us harmless from any claims, liabilities, damages, and expenses arising from your use of our services, violation of these Terms, or infringement of third-party rights.

15. Disclaimer of Warranties

• Our services are provided "as is" and "as available" without any warranties of any kind, either express or implied.
• We do not guarantee that our services will be uninterrupted, error-free, or secure.
• We do not warrant that the results obtained from the use of the services will be accurate or reliable.

16. Limitation of Liability

• We are not liable for any direct, indirect, incidental, or consequential damages arising from your use of our services.
• Our total liability for any claims shall not exceed the amount paid by you in the last 12 months.
• Some jurisdictions do not allow the exclusion of certain warranties or the limitation or exclusion of liability for certain damages. Accordingly, some of the above limitations may not apply to you.

17. Governing Law

• These Terms are governed by the laws of the United States and the State of California, without regard to its conflict of law principles.
• Any dispute that is not subject to arbitration under Section 12 shall be resolved exclusively in the state or federal courts located in Los Angeles County, California, and you and PracticPro consent to the personal jurisdiction of those courts.

18. Amendments to Terms

• We reserve the right to modify these Terms at any time.
• We will notify users of material changes through the Services or via email at least 14 days before the new terms take effect.
• Continued use of our services after modifications constitutes acceptance of the revised Terms.

19. Data Processing Addendum

• For customers subject to the General Data Protection Regulation (GDPR), the UK GDPR, the Swiss Federal Act on Data Protection, the California Consumer Privacy Act, or similar data protection laws, our Data Processing Addendum (the "DPA") governs PracticPro's processing of personal data on your behalf.
• The current version of the DPA is available at practicpro.com/trust/dpa and is incorporated into these Terms by reference.
• A signed copy of the DPA is provided to customers for execution alongside this Agreement at account opening.
• We will assist you in fulfilling your obligations under applicable data protection laws with respect to your use of the Services.

20. Third-Party Integrations

• Our platform allows you to integrate with third-party applications, including Google (Gmail sending and Google Calendar), Intuit QuickBooks Online and QuickBooks Payments, Stripe (online payments), and AI assistants or AI provider accounts you choose to connect.
• We are not responsible for any third-party applications and your use of such applications is at your own risk.
• Third-party applications may have their own terms of service and privacy policies.
• By choosing to use any third-party integration, you authorize us to share necessary information with the third-party provider to enable the integration.
• We do not control and are not responsible for how third-party providers use, disclose, or secure your information.

21. AI and Data Processing

• PracticPro offers AI-assisted features, including the Copilot assistant, AI employees, an AI phone receptionist, AI text-message replies, call transcription, call summaries, report questions, and reading of uploaded images and documents. The Services work fully without AI; nothing in the Services requires AI to function.
• Call transcription is turned on by default for new accounts and can be turned off in your AI settings. Other AI features run only when you or your users use or set them up.
• AI output can be inaccurate or incomplete. You are responsible for reviewing AI-generated content and actions before relying on them. AI employees may create tasks and notes on their own within the limits you set; sending emails or text messages and other changes wait for your approval unless you have chosen to let that AI employee act without approval.
• PracticPro does not use your data to train its own artificial intelligence or machine-learning models. When an AI employee notices something about how PracticPro itself works (for example, a missing feature or an error), it may send a technical note to PracticPro so we can fix and improve the Services.
• Where PracticPro uses third-party AI providers on its own account to enable AI features, those providers process your data under their business API terms and our agreements with them. Anthropic and OpenAI do not use business API data to train their models. Voice, transcription, call summary and text-reply features run on Telnyx's AI platform under our agreement with Telnyx. The current list of AI providers and the data sent to each is published at practicpro.com/trust/ai.
• You may also connect external AI assistants of your choice to your PracticPro account through the Model Context Protocol ("MCP") or PracticPro's API, or connect your own AI provider account (for example, your own Anthropic, OpenAI or Google API key). When you do so, the AI provider you choose processes your data under your own agreement with that provider, not under PracticPro's data processing obligations.
• Where AI features interact with your end clients on your behalf (for example, an AI receptionist answering an inbound call), you are responsible for any disclosure or consent required by applicable law. PracticPro provides configuration options to facilitate such disclosure.
• For full details of PracticPro's AI data handling commitments, see practicpro.com/trust/ai and the Data Processing Addendum.

22. Communications Consent

• PracticPro sends account and service messages by text message, email, and phone to the contacts on your account and to your users, including one-time sign-in codes, billing and payment notices, security alerts, and service notices. By providing a phone number or email address for your account or a user, you agree to receive these messages.
• PracticPro does not currently send marketing text messages, and does not make automated, pre-recorded, or artificial-voice (AI) marketing calls, to its customers or their users. Our text-messaging registration covers account notifications, customer care, and verification codes only. If we ever want to send you marketing texts or calls, we will ask for your separate consent first.
• We may send you marketing emails where you have opted in, and each one includes an unsubscribe link.
• You can stop text messages from PracticPro at any time by replying "STOP", and get help by replying "HELP" or contacting support@practicpro.com or (855) 717-0208.
• You understand that your communications with PracticPro may be monitored, recorded and/or processed by third-party partners and vendors for purposes of analysis, quality assurance, training, and improving our products and services.
• Message and data rates may apply for any messages sent to you from us, and to us from you.
• When you use the Services to call or text your own clients, you remain responsible for obtaining the consent required by the Telephone Consumer Protection Act and other applicable laws, as described in Section 6 and our Acceptable Use Policy.

23. Beta Testing

• You may from time to time be invited to participate in the alpha or beta testing of a new proposed product or service ("Beta Product"), which may be free, or for which there may be fees.
• Beta Products are not official products and have not been commercially released for sale by PracticPro.
• Beta Products are provided "as is", may not operate properly or be fully functional, may contain errors or design flaws, and may result in unexpected results, loss of data, or other unpredictable damage or loss.
• PracticPro has the right to abandon development of the Beta Product at any time and without any obligation or liability to you.
• You are solely responsible for maintaining and protecting all data and information that is retrieved, extracted, transformed, loaded, stored or otherwise processed by the Beta Product.

24. Payment Processing and Chargebacks

• If you use our payment processing features, you acknowledge that payments are processed by third-party payment processors whose terms and privacy policies will apply to you. Online payments from your clients (card, Apple Pay, Google Pay, and bank transfer/ACH) are processed by Stripe through a Stripe connected account opened in your business's name. If you connect QuickBooks Payments, payments taken through it are processed by Intuit.
• Payment processing services for PracticPro customers are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Services Agreement (collectively, the "Stripe Services Agreement"). By agreeing to these Terms or continuing to operate as a PracticPro customer that accepts payments through Stripe, you agree to be bound by the Stripe Services Agreement, as it may be modified by Stripe from time to time. As a condition of PracticPro enabling payment processing services through Stripe, you agree to provide PracticPro accurate and complete information about you and your business, and you authorize PracticPro to share it and transaction information related to your use of the payment processing services provided by Stripe.
• PracticPro does not store full card numbers. Card and bank details are collected and stored by the payment processor. A client's card is saved for future charges only when the client agrees to it on the payment page, and PracticPro keeps a record of that agreement.
• PracticPro charges a platform fee on online payments, in addition to the processor's own fees, as shown in your payment settings.
• The amount of a transaction may be reversed or charged back to your bank account (a "Chargeback") if the transaction is disputed, reversed for any reason, was not authorized, or is allegedly unlawful or suspicious.
• You will be responsible for all chargebacks, and we may charge a fee for each chargeback regardless of the outcome of the dispute.
• If we or the payment processor determine that you are incurring an excessive amount of Chargebacks, we or the payment processor may establish controls or conditions governing your account, including new processing fees, creating a reserve account, delaying payouts, or suspending your access to the Service.
• We or the payment processor may temporarily suspend or delay payments to you and/or designate an amount of funds in a separate reserve account to secure the performance of your payment obligations under this Agreement.

25. Service Availability and Limitations

• We do not make any representations or guarantees regarding uptime or availability of the Service.
• From time to time, we may restrict access to some parts of the Service, or the entire Service, to perform maintenance or updates.
• We will not be liable if, for any reason, all or any part of the Service is unavailable at any time or for any period.
• We strive to meet the availability target in Section 10, but cannot guarantee uninterrupted service.
• In the event of service disruption, your sole remedy will be as described in Section 10 or in a separate written agreement signed by PracticPro.

26. Franchise Provisions

• If you are a franchisee or licensee, and you subscribe to PracticPro through an offer or in conjunction with your franchisor or licensor, you authorize PracticPro to provide access to your account, and all information therein, to your franchisor or licensor.
• You also authorize us to act on, and follow instructions from your franchisor or licensor with regard to your account.
• If you are a franchisor or licensor, you represent and warrant that you have all necessary rights and authorizations to direct PracticPro to take any actions or follow any instructions from you with respect to any franchisee or licensee accounts.
• Franchise reporting offerings do not include any data for activities processed outside of the PracticPro system and not reported by franchisees.

27. No Endorsement of User Services

• We do not endorse or recommend the services of any particular user of our platform.
• We do not warrant users' performance or the quality of goods, materials, equipment or services furnished by any user.
• We are not responsible for the services requested by any customer in a service request.
• We make no warranties, either express or implied, regarding the quality of services rendered by any user of our platform.

28. Children's Privacy

• You must be at least 18 years old to create an account or use the Services.
• The Services are not directed to children under 16, and we do not knowingly collect personal information from children under 16. If we learn that we have, we will delete it.
• As a customer, you are responsible for ensuring that data you collect about your own clients through the Services complies with applicable children's-privacy laws, including the Children's Online Privacy Protection Act (COPPA). You must not use the Services to knowingly collect personal information from children without the required parental consent.