Last updated: February 25, 2026 — This is a working draft pending legal review.
Photon AI Receptionist ("the Platform") is an AI-assisted phone answering and scheduling service operated by Photon Cyber Solutions ("we", "us", "our"). The Platform answers inbound phone calls on behalf of practitioners, checks availability, collects booking requests, and sends SMS summaries for practitioner confirmation.
The Platform uses artificial intelligence to handle phone conversations. AI responses are generated in real-time and may not always be perfectly accurate. Appointment availability is approximate, and all bookings require practitioner confirmation.
- Maintain accurate availability in your calendar system (Jane App) so the AI can provide correct information to callers.
- Confirm or decline booking requests promptly via SMS to avoid caller frustration.
- Ensure your AI configuration (greeting, services, FAQ) is accurate and appropriate.
- Inform your callers that they may be interacting with an AI receptionist, as required by applicable laws.
- Comply with all applicable health information privacy laws (including PHIPA in Ontario) regarding any personal health information you handle.
- Keep your login credentials secure and notify us immediately of any unauthorized access.
You agree not to:
- Use the Platform for any unlawful purpose
- Store personal health information in the AI configuration fields (greeting, FAQ, promotions) beyond what is necessary for service delivery
- Attempt to access data belonging to other practitioners or clients
- Interfere with the Platform's operation or security measures
- Share your account credentials with unauthorized users
- Use the Platform to make outbound calls, send unsolicited messages, or engage in telemarketing
- Your data: You retain ownership of all data you provide to the Platform (business information, services, FAQ content, etc.).
- Caller data: Call records, booking requests, and voicemails generated through your use of the Platform are accessible to you for the duration of your account.
- Our data: We retain ownership of aggregate, anonymized usage statistics and Platform performance data.
- Upon termination: You may request export of your data before account closure. After permanent deletion, data cannot be recovered.
- Billing is based on a monthly subscription fee plus per-minute usage charges for calls over 15 seconds.
- Calls under 15 seconds are not billed.
- Payment is processed via Stripe. You must maintain a valid payment method on file.
- Founding clients may receive special pricing as agreed upon separately.
- We reserve the right to adjust pricing with 30 days' written notice.
The Platform is provided "as is" and "as available." We do not guarantee that:
- The AI will respond accurately or appropriately in all situations
- Availability information will be perfectly real-time or accurate
- The service will be uninterrupted or error-free
To the maximum extent permitted by law, our liability is limited to the fees you paid for the Platform in the 3 months preceding the claim. We are not liable for any indirect, incidental, or consequential damages, including lost revenue due to missed calls or incorrect scheduling.
We aim for high availability but do not guarantee specific uptime. Planned maintenance windows will be communicated in advance when possible. We are not liable for service interruptions caused by third-party providers (ElevenLabs, Twilio, Stripe), internet outages, or force majeure events.
- By you: You may request account closure at any time by contacting us. Active billing periods will be prorated.
- By us: We may suspend or terminate your account for violation of these terms, non-payment, or if required by law. We will provide reasonable notice when possible.
- Effect: Upon termination, your AI receptionist will stop answering calls. You will have 30 days to export your data before permanent deletion.
In the event of a data breach affecting your information, we will:
- Notify affected practitioners within 72 hours of becoming aware of the breach
- Provide details of the nature and scope of the breach
- Describe the measures taken to address and mitigate the breach
- Report to the Information and Privacy Commissioner of Ontario as required under PHIPA
These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes will be resolved in the courts of Ontario.
For questions about these terms:
Photon Cyber Solutions
Email: [email protected]
Ontario, Canada