FrontDesk Terms of Service

Effective October 12, 2026 · Version 2026-10-12

What changed: these are FrontDesk's own terms. Before October 12, 2026, FrontDesk linked to IB365's terms, which were written for healthcare practices and a monthly subscription. FrontDesk is a prepaid service for businesses, so these terms describe that instead.

1. The agreement

These Terms are an agreement between the business that signs up for FrontDesk ("you") and InboundAI365, LLC ("we", "us"), which operates FrontDesk at frontdesk.ib365.ai. FrontDesk is part of the IB365 family of products. You accept these Terms when you check the box and create your account, or when you use FrontDesk. The person who accepts them confirms they are authorized to bind the business. Our Privacy Policy and subprocessor list are part of these Terms.

2. The service

FrontDesk is an AI receptionist and scheduling tool for service businesses. It includes a local phone number answered by an AI voice assistant; an online booking page; an owner app with a calendar, notes and an AI chat assistant; optional text messaging to your customers after carrier registration; email notices; and integration keys for your own website or tools. The AI assistant answers from the services, prices, hours and answers you enter, and acts only through FrontDesk's booking and note tools.

3. Who can use FrontDesk

FrontDesk is for businesses only. It is not available to consumers or for personal, family or household use.
You must be at least 18, able to form a binding contract, and authorized to act for the business.
You must give accurate signup and registration information and keep it current.

4. Not for health information

FrontDesk is not for protected health information (PHI). Healthcare providers and anyone else who needs HIPAA protections should use IB365 (ib365.ai), which offers a Business Associate Agreement. We do not sign a Business Associate Agreement for FrontDesk. You must not use FrontDesk to collect, store, send or discuss PHI, including through call answers, notes, services, texts or emails. A health or wellness business (for example, a gym or a spa) may use FrontDesk only for scheduling and general questions that do not involve PHI.

5. Fees and your balance

No subscription and no platform fee. FrontDesk is prepaid. You load money onto your account with a card through Stripe (at least $25.00, at most $5000.00 per load), and use draws the balance down at these rates:
- Phone calls: $0.65 a minute, billed by the second.
- AI chat: $15 per million tokens.
- Text messages: $0.10 each.
- Emails: $0.05 each.
When the balance runs out, service stops. Calls are not answered and texts are not sent until you add money. We email you before your balance runs low. We never charge your card automatically; every load is a one-time payment you start.
Number minimum: $5 per 30 days. While you hold a FrontDesk phone number there is a $5 minimum for each 30-day period. Everything you spend in that period counts toward it, so it only costs you something when your usage is under $5; then we take the difference from your balance. If your balance cannot cover it, we take what is there, carry the rest, and take it from your next load. If a carried amount stays unpaid for 30 days, we email you and then release the number. A released number cannot be recovered.
Texting setup fee: $49.99, one time. Carriers require every business that texts its customers to be registered. The fee covers preparing and submitting your registration and its documentation. A correction requested by the carriers is resubmitted at no extra charge. If the carriers reject your registration and no texts were sent under it, we refund the $49.99. Otherwise the fee is not refundable once your registration is submitted.
Rates may change. We will email you and update the pricing on our website before a new rate applies to you.
Prices do not include taxes. You are responsible for any taxes that apply to your purchases, other than taxes on our income.

6. Refunds and closing your account

You can pause or close your account any time in the FrontDesk app, with no call needed. Pausing stops calls and texts and keeps your calendar, settings and balance.
When you close your account, calls and texts stop, your phone number and voice assistant are released, and your remaining prepaid balance is recorded for a refund. We refund that unused balance, minus any amount you owe (such as a carried number minimum), to your original payment method within 30 days of closing. We email you when it is sent.
Money already used for calls, chat, texts or emails is not refundable. Promotional or courtesy credit we add is not refundable.
If we end the service for reasons other than your breach of these Terms, we refund your unused prepaid balance the same way.

7. Your responsibilities

You are responsible for getting the consents and giving the notices that the law requires for your use of FrontDesk. In particular:

Texting consent. You are responsible for having each person's consent before FrontDesk texts them for you, as the Telephone Consumer Protection Act (TCPA), state law, carrier rules and the CTIA guidelines require, and for honoring opt-outs. FrontDesk sends informational texts (verification codes and appointment confirmations). You may not use it for marketing texts, and you may not import contact lists to text.
Call recording and AI notices. FrontDesk's assistant opens every call by saying it is an AI and that the call is recorded and transcribed. You must not remove or work around that notice, and you are responsible for any additional notice or consent your state's laws require for recording calls or using AI with your customers.
Accuracy. You are responsible for the services, prices, hours, answers and other information you give FrontDesk. The assistant repeats them to your customers as your business's own statements.
Your customers and your business. You are responsible for the appointments and promises made through FrontDesk, for your own privacy notice to your customers, and for complying with the laws that apply to your business.
Your account. Keep your password and integration keys secret, and tell us right away at info@ib365.ai if you think someone else is using them.

8. Acceptable use

You must not use FrontDesk to:

break any law, or help anyone else do so;
send marketing or promotional texts, spam, or texts to people who have not agreed to receive them;
place robocalls or outbound calling campaigns;
collect or discuss protected health information, payment card numbers, Social Security numbers or similar sensitive data on calls or in notes;
offer emergency, crisis, medical, legal or financial advice services through the assistant;
impersonate a person or business, or mislead callers about the assistant being an AI;
harass, threaten or defraud anyone, or promote illegal products or services;
interfere with, probe, overload or reverse engineer the service, or get around its limits or balance checks;
resell or share FrontDesk with another business without our written permission.

We may suspend texting, calling or the whole account to stop a violation or protect callers, carriers or the service.

9. AI limits; not for emergencies

The assistant is an automated AI system. It can misunderstand callers, make mistakes or be unavailable. Check important bookings, quotes and notes yourself.
FrontDesk is not an emergency service. The assistant tells callers to hang up and dial 911 in an emergency. It does not call emergency services, and its urgent-call alerts to you are best-effort and can be delayed or missed.
The assistant does not give medical, legal, financial or safety advice. For dangers such as a gas leak, it tells callers to leave and call the gas company or 911.
AI chat and voice are provided by third-party AI models (see the subprocessor list). We do not promise any particular result.

10. Text messaging

Texting your customers is optional and starts only after your carrier registration is approved. Each registered business texts from its own texting account under its own name.
Until your registration is approved, the one-time verification codes on your booking page come from FrontDesk's own texting number, are labeled as from FrontDesk, and name your business only to say what the code is for.
Recipients can reply STOP to opt out or HELP for help. We stop texting a number once it has opted out.
Carriers are not liable for delayed or undelivered messages. We do not promise delivery.

11. Your data and our intellectual property

You own the information you and your customers put into FrontDesk ("Customer Data"). You give us permission to host, copy, process and transmit Customer Data only to provide, secure and support FrontDesk for you, and as the law requires.
We own FrontDesk, its software, design and brand, and everything we build. These Terms give you a right to use FrontDesk while your account is open; they do not transfer ownership.
If you send us feedback, we may use it without owing you anything.

12. Data processing

When FrontDesk answers your calls, takes your bookings or texts your customers, we process your customers' personal information on your behalf. For that information you decide why it is collected, and we act as your service provider (a "processor"). We will:

process it only to provide FrontDesk to you, following these Terms and your settings, and as the law requires;
not sell it, not share it for cross-context behavioral advertising, not use it for any other business's purposes, and not combine it with personal information from other sources except to provide the service;
make sure the people and vendors who handle it are bound to keep it confidential;
use only the vendors on our subprocessor list, hold them to data-protection terms at least as protective as these, and update the list before we add one;
keep reasonable administrative, technical and physical safeguards for it;
tell you without undue delay if we learn of a security breach affecting it;
help you answer requests from your customers to access, correct or delete their information;
after your account closes, delete it when you ask us to (within 30 days of the request), except where the law requires us to keep records, such as payment and tax records.

The California Consumer Privacy Act terms for service providers apply to this processing where that law applies.

13. Third-party services

FrontDesk relies on vendors for hosting, voice, AI models, phone numbers, texting, email, sign-in and payments (listed on our subprocessor list). Their outages can affect FrontDesk. Payments are processed by Stripe under Stripe's terms.

14. Disclaimers

To the fullest extent permitted by law, FrontDesk is provided "as is" and "as available", and we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not promise that FrontDesk will be uninterrupted, error-free, or that every call will be answered or every text delivered.

15. Limitation of liability

To the fullest extent permitted by law: (a) neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, jobs or data; and (b) our total liability for all claims about FrontDesk is limited to the greater of the amount you paid us in the 12 months before the claim and $100. These limits do not apply to your payment obligations, your indemnity, or liability that the law does not allow to be limited.

16. Indemnity

You will defend and indemnify InboundAI365, LLC against third-party claims, fines and costs (including reasonable attorneys' fees) arising from your Customer Data, your texts or calls without required consent or notice, your breach of these Terms, or your violation of law.

17. Suspension and termination

You can close your account at any time in the app. We may suspend or end your account if you breach these Terms, if required by law or by a carrier, or if your use creates a security or legal risk; where reasonable we will tell you first and give you a chance to fix it. Sections 5 (amounts owed), 6, 11, 12, 14, 15, 16, 19 and 20 survive termination.

18. Changes to the service and to these Terms

We improve FrontDesk over time and may change features. We may update these Terms; for a material change we will email the account owner and show the new effective date here before it applies. If you keep using FrontDesk after that date, the new Terms apply. If you do not agree, close your account and your unused balance is refunded as described in section 6.

19. Governing law and courts

California law governs these Terms, without regard to its conflict-of-laws rules. Any dispute about these Terms or FrontDesk will be decided only by the state or federal courts located in Sacramento County, California, and both parties consent to those courts. Before filing a claim, each party will try in good faith to resolve the dispute by contacting the other for at least 30 days.

20. General

These Terms, with the Privacy Policy and the subprocessor list, are the entire agreement about FrontDesk. If any part is found unenforceable, that part is limited or severed to the minimum extent necessary and the rest stays in effect. A failure to enforce a right is not a waiver. You may not assign these Terms without our consent; we may assign them to a successor of our business. Neither party is liable for delays caused by events beyond its reasonable control. We send notices to the account owner's email; you send notices to legal@ib365.ai.

21. Contact

InboundAI365, LLC, 11344 Coloma Rd, Gold River, CA 95670
Phone: (888) 252-3019
Email: legal@ib365.ai (legal) · info@ib365.ai (support)