Terms & Conditions

Effective Date: July 6, 2026

These Terms & Conditions (“Terms”) govern access to and use of the Vaxen platform, websites, products, and services (the “Service”).

By accessing, using, clicking to accept, or signing up for the Service, you agree to these Terms.

If you are using the Service on behalf of a business, you represent that you have authority to bind that business.

1. Business use only

The Service is for business use only and is available only to persons 18 years of age or older.

2. Account registration

You must provide accurate, current, and complete information.

You are responsible for:

• keeping your login credentials secure;
• all activity under your account;
• notifying us of unauthorized access.

3. Service description

Vaxen provides AI-powered digital employees that can:

• answer calls, chats, and emails;
• book and reschedule appointments;
• qualify leads;
• send review requests;
• assist with customer communications;
• send approved marketing campaigns.

The Service may use third-party AI, telephony, hosting, and other tools to operate.

4. AI limitations

You understand and agree that:

• AI-generated output may be inaccurate, incomplete, or inappropriate;
• the Service is not a substitute for human judgment;
• you are responsible for reviewing outputs before relying on them;
• the Service does not provide legal, medical, financial, tax, or other professional advice.

5. No regulated data

You may not use the Service to process:

• PHI / medical data;
• attorney-client privileged information;
• financial account data;
• government ID numbers or SSNs;
• other sensitive personal data.

If you violate this section, we may suspend or terminate the Service immediately.

6. Customer data ownership

You own your Customer Data.

“Customer Data” means data, content, communications, files, business information, customer lists, call content, transcripts, emails, messages, and other materials you or your end users provide to or through the Service.

You grant Vaxen a worldwide, non-exclusive, royalty-free license to host, store, copy, transmit, process, display, and use Customer Data:

• to provide the Service;
• to support and secure the Service;
• to comply with law;
• to improve the Service;
• to train and evaluate our models, subject to your opt-out setting.

7. AI training

AI training is enabled by default, but you may opt out through account settings or by contacting us.

We may still use de-identified or aggregated data to improve our products unless prohibited by law or contract.

8. Third-party services

The Service may integrate with third-party services such as:

• Together AI;
• Twilio;
• Hostinger;
• Supabase;
• Ghost;
• Vaxen Insights.

We are not responsible for third-party services outside our control.

9. Subscriptions, billing, and renewal

The Service is offered on a subscription basis.

Billing

• Billing is monthly.
• Annual options may be offered later.
• There is no free trial unless expressly stated in writing.

Auto-renewal

Your subscription automatically renews unless canceled before the renewal date.

Cancellation

You may cancel before the renewal date. Cancellation takes effect at the end of the then-current billing cycle.

Refunds

Refunds are available only if something is wrong with the Service, meaning the agents do not work as intended. If a refund is approved, it applies only to the affected month.

10. Customer responsibility for lists, consent, and outreach

You are solely responsible for:

• the legality of your customer list;
• obtaining consent where required;
• managing opt-ins and opt-outs;
• complying with CAN-SPAM, TCPA, state telemarketing laws, and similar laws;
• ensuring your messages are lawful.

Vaxen provides the tool only.

You represent and warrant that you have all rights and consents needed to upload, use, and message your contacts.

11. Email campaigns and future SMS

At present, campaign functionality is limited to email. SMS and phone outreach may be added later.

If SMS or other phone-based outreach is added later, you agree that all applicable TCPA and consent rules will apply, and you will not use those features unless the required consents have been obtained.

12. Acceptable use

You may not:

• use the Service unlawfully;
• violate privacy, telemarketing, or consumer protection laws;
• upload prohibited data;
• interfere with security or system integrity;
• attempt to reverse engineer the Service;
• use the Service to spam, phish, harass, deceive, or impersonate others;
• misuse third-party accounts or numbers;
• submit content that infringes IP rights;
• use the Service in a way that creates excessive risk or liability for Vaxen.

13. Suspension

We may suspend or limit access immediately if we believe:

• you violated these Terms;
• your use creates legal, security, or operational risk;
• you failed to pay fees;
• your use threatens the Service or other users.

14. Intellectual property

Vaxen and its licensors own all rights in the Service, software, branding, models, designs, and related materials.

Except for the limited rights expressly granted here, no rights are transferred to you.

15. Feedback

If you provide suggestions or feedback, you grant Vaxen a perpetual, worldwide, irrevocable, royalty-free license to use it without restriction.

16. Confidentiality

Each party may receive confidential information from the other. The receiving party must:

• use it only for the permitted purpose;
• protect it using reasonable care;
• not disclose it except as allowed by these Terms or required by law.

17. Disclaimer

The Service is provided “as is” and “as available.”

We disclaim all warranties to the fullest extent allowed by law, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not guarantee that the Service will be uninterrupted, error-free, or perfectly accurate.

18. Limitation of liability

To the fullest extent allowed by law:

• Vaxen’s total liability for claims arising out of or relating to the Service is limited to the fees paid by you in the 3 months before the event giving rise to the claim.
• This cap does not apply to:
• unpaid fees;
• breach of confidentiality;
• misuse of intellectual property;
• indemnity claims;
• gross negligence or willful misconduct.

19. Indemnification

You agree to defend, indemnify, and hold harmless Vaxen from claims arising out of or relating to:

• your Customer Data;
• your customer list;
• your messages or campaigns;
• lack of consent;
• violation of law;
• your breach of these Terms;
• your misuse of the Service;
• infringement or misuse by you or your end users.

20. Dispute resolution

A. Binding arbitration

Any dispute arising out of or relating to these Terms or the Service will be resolved by binding arbitration.

B. Class action waiver

You waive any right to bring or participate in a class, collective, or representative action.

C. Small claims carve-out

Either party may bring an individual claim in small claims court if it qualifies.

D. Injunctive relief carve-out

Either party may seek injunctive or equitable relief in court for:

• misuse of intellectual property;
• misuse or disclosure of confidential information;
• security breaches;
• unauthorized access;
• data misuse;
• any other matter requiring immediate relief.

E. Venue / governing law

These Terms are governed by the laws of the State of Kansas, without regard to conflict of laws rules.

Any court proceedings permitted under these Terms must be brought in Johnson County, Kansas, unless applicable law requires otherwise.

21. Termination

We may terminate or suspend the Service at any time for violation of these Terms or legal/compliance risk.

Upon termination:

• access may be disabled;
• you may request an export during the 30-day window;
• after that, data may be deleted in accordance with our retention policy and legal obligations.

22. Changes

We may update these Terms from time to time. Continued use after an update means you accept the updated Terms.

23. Contact

legal@vaxen.ai
4601 E. Douglas Ave. STE 150, Wichita, KS 67218