Terms of Service

We may update these Terms from time to time to reflect changes in our Service, legal requirements, or business practices. When we make material changes, we will notify you via email to the address associated with your account at least 30 days before the changes take effect.

Your continued use of the Service after the updated Terms take effect constitutes your acceptance of the changes. If you do not agree to the updated Terms, you may cancel your subscription before they take effect.

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 Sign-In. If you use Google Sign-In:

• We receive your name, email address, and profile picture from Google to create your account
• Your use of Google Sign-In is subject to Google's Terms of Service
• You can disconnect your Google account at any time from your account settings

Polaris Voice integrates with third-party services such as Google Calendar to provide appointment booking functionality. When you connect these services:

• You authorize Polaris Voice to access specific data necessary to provide the Service
• Your use of third-party services remains subject to their respective terms and privacy policies
• You may disconnect integrations at any time from your dashboard settings
• Disconnecting an integration will stop data sharing but does not delete data already collected

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.

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

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

This disclosure is required by law and cannot be disabled.

All calls handled by Polaris Voice are automatically recorded and transcribed. While our virtual assistant discloses this at the start of every call, you (the Customer) are solely responsible for ensuring compliance with all applicable call recording laws in your province and the jurisdiction of your callers.

Key considerations:

• Two-party consent: Most Canadian provinces require all parties to a conversation to consent to recording. Polaris Voice's built-in disclosure is designed to satisfy this requirement, but you should verify compliance with the laws of your specific province.
• Cross-jurisdictional calls: If your callers are located in other provinces or countries, their local recording laws may apply. You are responsible for understanding and complying with these requirements.
• Industry-specific regulations: Certain industries (e.g., healthcare, legal, financial services) may have additional recording and data handling requirements beyond general privacy law.

You agree to indemnify Polaris Voice against any claims arising from your failure to comply with applicable recording consent laws.

When you use Polaris Voice to handle calls on behalf of your business:

• You are the Data Controller: You determine why and how personal information from your callers is collected and used. You are responsible for having a lawful basis to collect this data and for informing your callers as required by applicable privacy law.
• Polaris Voice is the Data Processor: We process caller data on your behalf and according to your instructions to deliver the Service. We will not use caller data for any purpose other than providing the Service to you.

A Data Processing Agreement is available upon request for customers who require one. Contact legal@polarisvoice.ca.

We offer the following subscription plans:

• Essentials: $99 CAD/month (150 minutes included, $0.75 CAD/minute overage, 7-day recording retention)
• Professional: $199 CAD/month (500 minutes included, $0.50 CAD/minute overage, 45-day recording retention)
• Executive: $299 CAD/month (1,500 minutes included, $0.30 CAD/minute overage, 45-day recording retention)

Feature availability varies by plan. See our pricing page for full details.

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

Our AI automatically screens calls to filter out robocalls, telemarketers, and other unwanted callers. Spam detection is determined by our systems, and our classification is final.

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Before initiating any formal proceeding, you agree to first contact us at legal@polarisvoice.ca with a detailed description of your dispute. Both parties agree to attempt to resolve the dispute in good faith within 30 days.

If informal resolution is unsuccessful, any dispute arising out of or relating to these Terms or the Service shall be resolved through binding arbitration administered in Ontario, Canada, by a single arbitrator under the rules of the ADR Institute of Canada.

The arbitration shall be conducted in English and the decision shall be final and binding on both parties.

You agree that any dispute resolution proceeding shall be conducted only on an individual basis and not as part of a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against Polaris Voice.

Notwithstanding the above, either party may bring a claim in the Small Claims Court of Ontario for disputes within its jurisdictional limit.

Any claim arising out of or related to these Terms or the Service must be filed within one (1) year after the cause of action arises, or the claim is permanently barred.

Polaris Voice shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: natural disasters, pandemics, acts of government, cyberattacks, internet or telecommunications failures, power outages, labour disputes, or failures of third-party service providers.

You may not assign or transfer your account or any rights under these Terms without our prior written consent. Polaris Voice may assign these Terms or any rights hereunder without restriction, including in connection with a merger, acquisition, or sale of assets.

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible. All remaining provisions shall continue in full force and effect.

These Terms, together with our Privacy Policy and any applicable Data Processing Agreements, constitute the entire agreement between you and Polaris Voice with respect to the Service and supersede all prior agreements, understandings, and communications.

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by Polaris Voice.