Terms and Conditions

1. Scope of application

These Terms and Conditions govern access to and use of the heatvox.com website, any contact forms, demo requests and, where applicable, the professional services offered under the HeatVox brand. The website is primarily intended for business customers (B2B).

Unless otherwise agreed in writing, submitting a request through the website does not automatically conclude a contract. It constitutes a request for information, a demo request or the start of pre-contractual discussions.

2. Website provider and contact details

3. Nature of the service and website requests

HeatVox provides professional IT consulting services, including the design, configuration and optimization of artificial intelligence agents and automated workflows for businesses and professionals. Services may include the configuration of AI assistants for handling calls and customer requests, integration with external tools, analysis of conversation logs, periodic reporting and consulting to improve system performance.

The features and activities actually included depend on the project, commercial offer or quotation agreed with the customer.

• Information on the website is provided for informational and commercial purposes.
• Prices, where displayed, may exclude customization, additional configuration, third-party costs or work beyond the scope specified in the offer.
• Access to demos, quotations or services may be subject to review, technical assessment and acceptance of the offer.

4. Accounts, restricted areas and credentials

Where provided for a project, the customer may receive credentials to access restricted areas, control panels or service management environments. The user is responsible for keeping credentials confidential, for activities carried out through their account and for ensuring that authorized collaborators use the service appropriately.

• Sharing access with unauthorized persons is prohibited.
• Unauthorized access attempts, scanning, reverse engineering or technical interference with the website or services are prohibited.
• HeatVox may suspend or disable access in the event of a security risk, breach, unlawful use or violation of these Terms.

5. Acceptable use of the website and services

Users agree to use the website and services lawfully, appropriately and in accordance with applicable law. In particular, users must not:

• use the website or services for spam, phishing, fraud or deceptive activities;
• submit false information or unlawful, defamatory or rights-infringing content;
• use the services in breach of rules concerning privacy, commercial communications, consent or unsolicited contact;
• reproduce, copy or exploit the website beyond what is strictly necessary for permitted use.

6. Fees and payments

Fees, payment methods, due dates, included activities and any additional costs are specified in the commercial offer, quotation or agreement with the customer.

Services may include an initial configuration fee and a fee for ongoing consulting activities. Payment terms and frequency are those set out in the applicable contractual documents.

Any third-party service costs, including telephony, AI platforms, APIs, hosting, messaging or other technical tools, are governed by the quotation or agreement.

Cancellation and refunds

The customer may terminate or discontinue the service in accordance with the accepted offer or applicable agreement. Any refund terms, notice periods and consequences of termination are set out in the relevant contractual documents, subject to mandatory legal requirements.

In B2B transactions, consumer withdrawal rights do not automatically apply.

7. Intellectual property

The HeatVox brand, website, design, text, software, documentation, graphic content and distinctive elements remain the property of HeatVox or their respective rights holders.

Nothing in these Terms transfers intellectual property rights to the user, except for a limited, non-exclusive licence strictly necessary to use the services.

Rights relating to materials, custom configurations and any deliverables produced for the customer are governed, where necessary, by the applicable agreement or accepted offer.

8. User content and data

The user remains responsible for data, text, materials, operational instructions and content uploaded or transmitted through the website or services.

The user represents that they have the necessary rights, authorizations and legal grounds to use such content and to permit its processing by HeatVox or by the providers involved in delivering the services.

9. Website availability and limitation of liability

The website and services are provided subject to availability. HeatVox takes reasonable measures to support continuity, security and proper functioning, but does not guarantee the complete absence of interruptions, errors, delays, vulnerabilities or incompatibilities with third-party systems.

The customer acknowledges that the services may depend on infrastructure, APIs, telecommunications operators, browsers, cloud services, messaging platforms, email providers and other third parties. HeatVox cannot guarantee uninterrupted availability of services operated by such parties.

• To the extent permitted by law, HeatVox shall not be liable for indirect damages, loss of profit, loss of business opportunities, data loss or interruptions attributable to external factors, third-party providers, improper use or the unavailability of networks and services outside its control.
• To the extent permitted by law, HeatVox's total contractual liability for paid services shall not exceed the amounts paid by the customer during the 12 months preceding the event giving rise to the claim.

10. Privacy and data protection

The processing of personal data through the website, including the use of cookies, is governed by the Privacy Policy and the Cookie Policy.

Users remain responsible, within their respective areas of responsibility, for complying with applicable rules concerning data they provide or have processed as part of the services.

Where HeatVox processes personal data on behalf of a business customer, the parties shall govern the processing in accordance with applicable law and, where required, through a separate data processing agreement.

11. Suspension, amendments and termination

HeatVox may update the website, modify features or amend these Terms and related documentation for technical, legal, organizational or commercial reasons. Updated versions will be published on this page with the relevant last-updated date.

In the event of a breach of these Terms or a material risk to the security or operation of the service, HeatVox may temporarily suspend access or operations, to the extent permitted by applicable law and the relevant contractual agreements.

12. Governing law and jurisdiction

These Terms are governed by Italian law. For disputes relating to the use of the website or services, subject to mandatory legal provisions, the Court of Prato, Italy, shall have exclusive jurisdiction.